Your Guide to the Affidavit of Translation

Key Takeaways

• A translator may need to complete an Affidavit of Translation to confirm translation accuracy when they’re not a certified translator.
• This affidavit must be signed by the translator in front of a notary or authorized official. You can meet with a notary online, and sign your Affidavit of Translation in minutes.
• The applicant, their family members, and representatives cannot translate documents, even if they have relevant qualifications.
• Always confirm document translation requirements with the receiving institution before proceeding with a translator.
• NotaryPro offers a free Affidavit of Translation template, so you can draft your affidavit in minutes!

If you’ve ever submitted foreign documents to a Canadian institution, you know how important it is to follow translation rules. If you can’t find a certified translator to translate your documents, your translator might need to complete an Affidavit of Translation. 

This Affidavit affirms the accuracy of translated legal, immigration, academic, and business documents. Here, we’ll cover what an Affidavit of Translation is, when you might need one, and how to draft one with our free template!

What Is an Affidavit of Translation?

An Affidavit of Translation is a legal document that proves that the contents of an original document were not changed during translation. This Affidavit is typically required when submitting documents translated by a non-certified translator.

It contains a sworn statement from the translator, confirming that the contents of the original document were translated accurately and not altered. The translator must sign an Affidavit of Translation before an authorized official, like a notary public. 

See the list below to learn which officials can commission an Affidavit of Translation: 

In Canada

• A notary public
• A commissioner of oaths
• A commissioner for taking affidavits
• A lawyer

Outside of Canada

a notary public, or the equivalent

How Does an Affidavit of Translation Work?

You typically need an Affidavit of Translation to submit non-English and non-French documents that have been translated. Typically, you must submit these documents for legal, business, immigration, or academic purposes. 

Usually, your translator must be officially recognized or authorized in the country where the translation is being done. In Canada, certified translators are members of provincial or territorial organizations. If you cannot find a certified translator, your translator must complete an Affidavit of Translation. 

When Do You Need an Affidavit of Translation in Canada?

You may need to submit an Affidavit of Translation to ensure the accuracy of a translated document for the following reasons:

• Submitting documents for immigration purposes, including visa applications, residency applications, and naturalization.   
• Using translated documents for legal matters, like court cases, contracts, and agreements.
• Ensuring the accuracy and reliability of translated documents for business purposes.  

Who Can and Cannot Translate a Document in Canada?

You must use a certified translator to translate certain documents you’re submitting to the government of Canada and other institutions. Canadian provinces have their own associations of certified translators. See a list of recognized provincial translation associations from the Canadian Translators, Terminologists and Interpreters Council.

If you cannot find a certified translator, you must have another person translate your documents and complete an Affidavit of Translation. Below is a list of people who cannot translate documents: 

• The applicant
• Members of the applicant’s family
  • Including parents, guardians, siblings, spouses, common-law partners, conjugal partners, grandparents, children, aunts, uncles, nieces, nephews and first cousins.
• The applicant’s representatives or consultants
• Any family member of the applicant who may be a translator, lawyer, or notary
• Translators may be in the process of receiving accreditation, but not yet accredited

Certified vs Non-Certified Translator 

It’s important to understand the differences between a certified and a non-certified translator. You can see whether a translator is certified by checking their seal or stamp for a translator’s membership number. This number should belong to a professional translation association in Canada or abroad.

Many documents must be translated by a certified translator. However, you can also use a non-certified translator in some circumstances — as certain documents have different translation requirements. For example, if you need to translate documents for a passport application, you can use a non-certified or third-party translator. 

It’s best to verify translator requirements with your recipient organization or government department before working with a translator. 

Certified Translator Criteria

A certified professional translator must:

• Be in good standing with their provincial or territorial organization if in Canada. 
• If the translation is done outside of Canada, the translator should be accredited in the country where the translation is being done. 
• Be identifiable through their member organization 

A certified translator should provide the following: 

• The contact information for their translation organization (its name, phone number, address, and email, if available)
• A seal or stamp to certify translations
• The translator’s contact information (their name, signature, and membership number)
• The date of the translation

Non-Certified and Third-Party Translator Criteria

There are two types of translators that aren’t certified: non-certified translators and third-party translators. 

Non-certified and third-party translators:

• Don’t use a seal or stamp
• Can be members of a translation organization, a private agency, or a government institution
• Must provide their translation organization’s contact information (its name, phone number, address, and email if applicable)
• Must provide their contact information (their name, signature, and membership number if applicable)
• The date of the translation

Details to Include in Your Affidavit of Translation

The translator who translates your documents must complete the Affidavit of Translation, swearing or affirming that the translation was accurate. They must do so in front of an authorized official, like a notary public. Here are the details your Affidavit of Translation should include: 

• Translator’s information: Full name, city, province, and phone number.
• Original document details: Description of the original document being translated, including its title and the date of translation.   
• Translated document language: Specify the target language the document was translated into.
• Translator’s affirmation: A statement affirming the translator’s competence, qualifications, and understanding of the original and translated languages.   
• Accuracy of the translation: A declaration that the translation is a true and accurate representation of the original document to the best of the translator’s knowledge and abilities.   
• Signatures: Translator’s signature, date, and affirmation that the information provided is true and accurate.   
• Original Document as Exhibit A: A statement that the translator has reviewed the original document and affixed it to the Affidavit, marking the original as “Exhibit A”.
• Translated Document as Exhibit B: A statement that the translator has affixed the translated document to the Affidavit and marked it as “Exhibit B”.
• Commissioning: The signature and seal of a notary public or commissioner of oaths to certify the authenticity of the Affidavit.   

Get Your Affidavit of Translation Commissioned Online

Submitting an Affidavit of Translation confirms the accuracy of your document’s translation. This critical legal step protects the integrity of your original documentation and ensures that important processes aren’t stalled.

By staying organized and providing the right documents, you’ll feel confident knowing your paperwork is translated properly and ready for submission! Use our free Affidavit of Translation template, then have your translator meet with a notary online to commission the Affidavit in minutes!